The Account Funds WooCommerce wallet plugin gives you full control over customer balances from the WordPress admin. You can view balances at a glance, adjust them manually with documented reasons, and track all transaction history.
This guide covers everyday admin tasks for managing your WooCommerce wallet system.
Viewing Customer Wallet Balances
Users List
Account Funds adds a Store Credit column to your WordPress Users list, giving you a quick overview of all customer balances.
To view:
- Navigate to Users → All Users
- Find the “Store Credit” column (uses your configured label)
- Balances display in your store’s currency format
The column shows each customer’s current available balance. You can sort by this column to find customers with the highest or lowest balances.
Individual User Profiles
For detailed balance information, open any user’s profile:
- Navigate to Users → All Users
- Click on a customer’s username
- Scroll to the “Store Credit” section
Here you see the current balance and can make adjustments.
Adjusting Customer Balances
Store managers can manually increase or decrease any customer’s balance directly from their user profile.
Adding Credit
To add credit to a customer’s account:
- Open the customer’s user profile
- Find the “Store Credit” section
- Enter the new total balance (not the amount to add)
- Click “Update User”
Example: Customer has $50. You want to add $25. Enter $75 in the field.
The system automatically:
- Calculates the difference ($25)
- Creates a credit transaction
- Records “Store credit manually increased by a shop manager”
- Triggers the notification action (if you have custom notifications configured)
Removing Credit
To reduce a customer’s balance:
- Open the customer’s user profile
- Find the “Store Credit” section
- Enter the new (lower) total balance
- Click “Update User”
Example: Customer has $100. You need to remove $30. Enter $70 in the field.
The system records “Store credit manually decreased by a shop manager” in the transaction history.
Setting Balance to Zero
To clear a customer’s balance entirely, simply enter 0 in the balance field and save.
When to Manually Adjust Balances
Common scenarios for manual adjustments:
Customer Service Gestures
Adding credit as compensation for issues:
- Shipping delays or problems
- Product quality concerns
- Service recovery situations
- Goodwill gestures for loyal customers
Document the reason in your customer notes or CRM—the transaction log shows it was a manual adjustment but not why.
Promotional Credits
Adding credit for marketing purposes:
- Welcome bonuses (beyond automatic signup rewards)
- Birthday or anniversary credits
- Contest or giveaway prizes
- Influencer or partner compensation
Corrections
Fixing balance errors:
- Failed transactions that didn’t process correctly
- Double-credits that need reversal
- Migration issues from other systems
B2B Account Management
For wholesale or business accounts:
- Monthly allowance loading
- Prepaid account setup
- Budget resets
Transaction History
Every balance change is recorded in the transaction log, whether automatic (purchases, rewards, refunds) or manual (admin adjustments).
Viewing Transactions
Transaction history is accessible from Store Credit → Transactions in your admin menu. You can:
- Filter by customer
- Filter by transaction type
- View date ranges
- See amounts and running balances
Transaction Types
The log records various event types:
- Order Paid: Credit used to pay for an order
- Order Refunded: Credit returned from a refund
- Order Cancelled: Credit restored after cancellation
- Deposit: Customer purchased store credit
- Top-up: Customer added funds via My Account
- Cashback: Reward credited from a purchase
- Signup: Welcome credit from account creation
- Review: Milestone reward from product review
- User Action: Manual adjustment by admin
Each transaction includes:
- Timestamp
- Amount (positive for credits, negative for debits)
- Event type
- Related order or user ID (when applicable)
- Note (for manual adjustments)
Store Credit Dashboard
The Store Credit menu in your admin provides an overview of your store credit system:
Dashboard
Quick stats on your store credit economy:
- Total outstanding balances
- Recent transaction activity
- Active rewards summary
Rewards
Manage your cashback rewards:
- View active and inactive rewards
- Create new cashback configurations
- Edit eligibility rules and percentages
Milestones
Configure milestone rewards:
- Signup bonuses
- Review rewards by product
Settings
Configure plugin behavior:
- Store credit label customization
- Top-up settings (min/max amounts, image)
- Gateway settings
Permissions
Balance management requires the manage_woocommerce capability. By default, this includes:
- Administrators
- Shop Managers
Regular customers and other user roles cannot view or adjust their own or others’ balances through the admin. They can only see their own balance in My Account.
Custom Roles
If you use custom user roles, ensure the role has manage_woocommerce capability to access store credit management features.
Email Notifications
When you manually increase a customer’s balance, the system fires the wc_account_funds_customer_funds_increased action. By default, this doesn’t send an email, but you can:
- Use a plugin like AutomateWoo to trigger emails on this action
- Add custom code to send notifications
- Manually inform customers when adding credit
For decreases, no action fires—you should communicate directly with the customer if they need to know about a reduction.
Bulk Operations
Currently, balance adjustments are made one customer at a time through user profiles. For bulk operations:
Multiple Customers
If you need to add credit to many customers:
- Export your customer list
- Identify the users to credit
- Adjust each profile individually
For large-scale operations, consider using the WordPress REST API or custom code to batch-process adjustments.
Scheduled Credits
For recurring credits (like monthly allowances):
- Use AutomateWoo or similar automation plugin
- Set up scheduled actions that adjust balances
- Or manually process on a schedule
Best Practices
Documentation
Keep external records of why you made manual adjustments:
- Note in customer CRM or support ticket
- Reference ticket numbers in your records
- Maintain a spreadsheet for promotional credits
The transaction log shows “manual adjustment by shop manager” but not the business reason.
Consistency
Establish policies for when and how much credit to grant:
- Standard amounts for common situations (e.g., “$10 for delayed shipping”)
- Approval workflows for large credits
- Documentation requirements
Reconciliation
Periodically review:
- Total outstanding balances (your liability)
- Manual adjustments made
- Unusual activity patterns
Communication
When adding credit:
- Tell the customer what you’ve added and why
- Explain how to use it
- Note any expiration if applicable
Troubleshooting
Balance Not Updating
If a balance change doesn’t save:
- Check you have
manage_woocommercecapability - Verify you clicked “Update User”
- Check for JavaScript errors blocking form submission
- Try a different browser
Transaction Not Recorded
If an adjustment saved but isn’t in transaction history:
- Check the database tables are properly created
- Review error logs for database issues
- Contact support if the issue persists
Wrong Balance Displayed
If a customer’s balance seems incorrect:
- Check transaction history for all credits and debits
- Verify no pending orders are holding credit
- Look for cancelled orders that may have restored credit
- Check for multiple currencies if your store supports them
Related Guides
- Getting Started with Account Funds
- Cashback Rewards — Automatic rewards that credit balances
- Refunds to Store Credit — Credit refunds instead of cash
- Shortcodes Reference — Display balances on pages